.Vendors v2020.2

The 'Vendors' Grid provides Users with a convenient list of Vendors whose services are critical or relevant to the operation of the User's organization.

Examples of items on this list could range from 'Apple' if the organization supplies its employees with iPhones to 'Verizon' whose Backbone service might connect the organization's network infrastructure. In any case, the items on the Vendors Grid exist to make the User's job easier.

Vendor tabs

1 Contact tab
- 1.1 Contact
- 1.2 Adding New Contacts
- 1.3 Adding Existing Contacts
- 1.4 Deleting an Association
2 Address tab
- 2.1 Address
- 2.2 Use Existing
- 2.3 Create/Change Address
3 Attachments tab
- 3.1 Attachments
- 3.2 Uploading a File
- 3.3 Download File
- 3.4 Open File
- 3.5 Edit Selected
- 3.6 Delete Selected
4 Remarks tab
- 4.1 Remarks
- 4.2 Adding Remarks
- 4.3 Viewing Remarks
5 User-Defined Fields tab
- 5.1 User-Defined Fields

The tabs that appear in the Vendor form can be used to input as much Vendor information as the User desires.

If a tab is marked as having a Required field, open that tab enter information in the field.

Once all required fields have been filled, click the button at the bottom of the Vendor form. The new Vendor appears on the Vendor Grid and elsewhere in the application when a User is prompted to define a Vendor.

Contact tab

Contact

Contact tab

The 'Contact' tab provides the User the ability to associate Contacts with a specific Vendor. The User can manually manage these associations by using the Add, Add Existing, and Delete Selected functionality available on the Contact tab.

Adding New Contacts

After clicking on the button, the User is presented with a data-entry form used to build a basic Contact: First and Last Name, Email and Phone Number. Adding a new Contact here will create a new record in the Workers/Contacts section of the application as well as an association record for the Vendor.

Adding Existing Contacts

After clicking the button, a list of existing Contacts is presented. Searching through this list and selecting multiple entries will allow the User to add all the required contacts. Select each of the Contacts that need to be associated with the Vendor and click the 'Save and Close' button.

Deleting an Association

Selecting the button from this grid does not delete the Contact entry it merely removes the association from the Vendor.

Address tab

Address

Vendor Address Tab example

When a New Vendor is added to PCR-360, addresses can be added from existing records, or created/updated manually.

Use Existing

The Address tab is not directly editable when "Use Existing Address" is selected. Other addresses can be selected when a User clicks the button.

Select an Existing Address form example

From the Select an Existing Address form, a User can select any Address that has been entered into PCR-360. Clicking the Save button after an Address is selected, will update the Vendor.

Create/Change Address

When "Create/Change Address" is selected, the Address tab becomes fully editable. If an Address is selected from the button, changes will be made to that entry.
Select an Existing Address form example

If an Address is created on a new Vendor, that addressed will be saved within PCR-360 so it can be used by others.

Attachments tab

Attachments

Vendor Attachment Tab example

The Attachments tab allows Users to attach files (including .pdf, .jpg, .doc, and more) of interest or relevance to the service by upload.

Uploading a File

To attach one or more files, navigate to the 'Attachments' tab and click the button located on the Grid Toolbar above the 'Attachments' grid. The User will be prompted to select the file(s) from their hard drive to upload. Upon selection of a file(s), the upload will begin automatically.

Download File

Allows a User to download a file to their local machine. Useful to make modifications to a file, which can then be re-uploaded. To download a file click the button. The download should begin and allow the User to define where they would like to save the file.

Open File

This will open the file, if possible, for viewing by the User. No modifications of the original file can be made when opened in this manner. To use this functionality select the file to view and click the button. The file should open for viewing.

Edit Selected

Allows the name of the file to be modified within PCR-360. If a User modifies the name of the file, that is the new name that will be used when downloading the file.

1. Select the file to modify and click the button.

2. This will open the 'Manage Attachment' form.

Manage Attachment form

From here the filename can be modified as desired.

Note: Care should be taken NOT to change the extension of the file name or unexpected behaviors or lose of the file are possible.

Delete Selected

This will remove the file from PCR-360. Select the file to remove and click the button. The File will have been removed from PCR-360.

Remarks tab

Remarks

Vendor Remarks Tab Example

The 'Remarks' tab provides the User the ability to add comments and Remarks to the record. By default, a Remark cannot be edited or deleted once it is added.

Note: Remember that depending on the System Configuration Remarks may not be editable once added.

Adding Remarks

Add New Remark form example

After clicking the button, the data-entry form opens (see above example) which provides the User with a free-form field used for entering Remarks. Click the button to add the Remark.

Note: Remember that depending on the system configuration Remarks may not be editable once added.

Use of HTML Tags

Some fields within PCR-360 allow Users to input HTML tags to make displaying that information a richer experience for those that are expected to consume it. For more information on HTML tag usage, please see the wiki entry for it.

Viewing Remarks

Selecting the 'View Remark' button will open a read-only data-entry form that displays the text of the Remark.

User-Defined Fields tab

User-Defined Fields

Vendor User-Defined Fields Tab example

The User Defined Fields tab provides access to any extra fields that have been defined for the given grid. See Adding User Defined Fields for more information.

Adding a New Vendor

Navigate to the People: Vendors Grid by selecting the People icon in the 'Main' tab and clicking the node labeled 'Vendors'.

Click the 'Add' button located immediately above the Grid.

In the Vendor data entry form, the User is prompted to define the basic contact information for the new Vendor. Required fields include the Vendor 'Name', 'Address', and 'Status'. Keep in mind that if the User sets the 'Status' as 'Inactive', the new Vendor will not appear when selecting a Vendor elsewhere in the application.

The 'Blanket PO#' field will allow User to use a single Blanket PO from a Vendor. If an organization uses a Blanket PO with a Vendor that data can be entered into this field. Whatever is entered into this field will be added to a Purchase Order using the functionality described on the Purchase Order.

If the User would prefer to select an existing address rather than input a new one, Users can click the 'Look Up Address' icon which allows Users to select an existing address from the list of existing addresses.

Once all required fields have been fulfilled, click the 'Save New' button at the bottom of the Vendor Data Entry window. The new Vendor appears as an item on the original People: Vendors Grid.

Editing Vendors

Users can edit existing items on the People: Vendors Grid by double-clicking the item or highlighting it and clicking the 'Edit Selected' button immediately above the Grid. This action opens the Vendor's Data Entry window. Edits can be made and saved at this point.